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BAR/BAT MITZVAH PARTY PLANNING TIMETABLE
&
BAR/BAT MITZVAH PARTY TIMELINE
event timeline

The key to good Bar Mitzvah or Bat Mitzvah event planning is be organized. The first step is to have a planning timetable to assist you in planning your simcha on time, within budget, and not forgetting important steps. The most important feature of a planning timetable is to make you feel confident, avoiding that "what did I forget?" feeling. Use the following Planning Timetable as a guide, adding other items you know you'll need. When questions arise, figure more time than less, figure sooner than later. The last minute rush, in the last six to eight weeks, has plenty for you to do even without tasks you could have done earlier. Also, Bar Mitzvah / Bat Mitzvah party planning is dependent somewhat on other parties and their schedules, so plan ahead to avoid potentially nerve-wracking time conflicts.

  • 2 Years Before the Bar/Bat Mitzvah
    Obtain the Bar Mitzvah or Bat Mitzvah date from Temple/Synangogue.
    Set your Party and Celebration budget.
    Decide on the type of Simcha event you want (day, evening, formal etc.).
    Estimate number of Bar/Bat Mitzvah guests and book reception hall or caterer.
    Book the Bat/Bat Mitzvah photographer and videographer.

  • 1 1/2 Years Before the Bar/Bat Mitzvah
    Book the Bar/Bat Mitzvah band or DJ. Ask about booking other alternate entertainment such as magicians, caricaturists, virtual reality games, photo favors and cocktail hour music.
    Decide on your Bar Mitzvah party theme and color scheme.

  • 6-12 Months Before the Bar/Bat Mitzvah
    Your child (the Bar or Bat Mitzvah) will start learning his/her Torah portion.
    Talk to florists about prices and floral designs for the synagogue service, the Kiddush table, and for table centerpieces.
    Decide on Bar/ Bat Mitzvah table centerpieces and balloon designs.
    Start looking at Bar Mitzvah or bat Mitzvah invitation designs and prices.

  • 6-8 Months Before the Bar/Bat Mitzvah
    Book hotel block for out-of-state guests.
    Start shopping for Bar/Bat mitzvah clothing. Boys will need a bar Mitzvah suit and possibly a tuxedo for a formal evening event. Girls will need a Bat Mitzvah synagogue dress and possibly an evening outfit for a formal Bat Mitzvah celebration. Mom and dad, brothers and sisters may need Bar Mitzvah clothing as well.

  • 3-6 Months Before the Bar/Bat Mitzvah
    Order or design your Bar / Bat Mitzvah sign-in board and guest book.
    Order Bar / Bat Mitzvah favors.
    Order imprinted yarmulkes.
    Order your Bar / Bat Mitzvah invitations.

  • 3 Months Before the Bar/Bat Mitzvah
    Finalize the Bar / Bat Mitzvah guest list.
    Make a hotel packet for out-of-towners.
    Try to make your final selections on Bar Mitzvah clothing and accessories.
    Buy stamps for mailing Bar mitzvah invitations and for RSVP cards.
    Have completely assembled invitations weighed to ensure correct postage.
    Find Bar/Bat Mitzvah invitation calligrapher.

  • 6-8 Weeks Before the Bar/Bat Mitzvah
    Mail the invitations.
    Make up a Bar/Bat Mitzvah song list for the DJ/band.
    Make appointments with florist/balloonist and place order.

  • 1 Month Before the Bar/Bat Mitzvah
    Arrange catering for brunch.
    Have final fittings done for Bar/Bat Mitzvah clothing.
    Make hair stylist and manicure appointments.

  • 2-3 Weeks Before the Bar/Bat Mitzvah
    Choose people for aliyot and honors during the synagogue service.
    Choose the people to be honored for the candle lighting ceremony and write poems.
    Meet with DJ/band and make sure they know the Bar / Bat Mitzvah candle lighting songs.
    Do Bar / Bat Mitzvah guest seating arrangements and send to the reception hall.
    Order food for Kiddush or Oneg Shabbat.
    Make sure arrangements are complete with centerpieces, balloons, sign-in board etc.
    Write prayers or speeches, including a toast after Kiddush and motzi.
    Send final instructions to Bat/Bat Mitzvah photographer and videographer.
    Pay all synagogue fees.

  • 1 Week Before the Bar/Bat Mitzvah
    Take formal Bar Mitzvah or Bat Mitzvah family pictures and pictures on Bimah.
    Meet with Bar/Bat Mitzvah caterer for final guest count.
    Make arrangements to get your guests from the airport to the hotel.
    Confirm your brunch arrangements.
  • Bar / Bat Mitzvah Party Timeline (the day of)
    Designed to give you step by step guidance for coordinating &
    selecting your choices for all aspects of your Bar Mitzvah.

    Cocktail Hour - This is the time that all guests gather prior to the reception for food,
    drink & conversation. We'll ask if cocktail hour is separate, portioned, or in the same room.
    Music is provided during this time with a cocktail system which appears to be a speaker
    slightly larger than the size of a home theater center speaker. The cocktail system is set up
    on a black tripod pole in the corner of the room where cocktail hour will take place. Cocktail
    music during this time is designed to fill the air with blends of mild, midtempo & upbeat
    music yet not overpowering, allowing your guests to enjoy food & conversation. The music
    will also set the mood and the tone of your party to follow. There are several blends of music
    we’ve designed for cocktail hour (see cocktail hour music blends) or we may custom design a
    blend for you based on theme or your musical preference. Should cocktail hour & reception
    all be held in the same room for the adults, then the cocktail system would be available for
    kids cocktail hour.

    Kids Cocktail Hour – We’ll need to know from you if the kids are separate from the
    adults? Is novelty entertainment planned for this time? There are several cocktail activities
    which we can engross the kids in during cocktail hour (see cocktail activities). You may plan
    to hold kids cocktails in the main room. If so, we'll contain the kids on the dance floor, play
    music off the main system and possibly run an activity or contest for the kids during this
    time.

    Our staff is very busy and uses this time very effectively during cocktail hour. This is the time
    we establish a rapport with all of the kids and get to know them by introducing ourselves and
    talking to them about what they've seen and like; making them feel comfortable and in turn
    respond to us from the party s get-go! We give the kids the impression that we are there for
    them - not to be performers or center of attention. We'll also organize your child s friends in
    to the groups necessary for the special skits and contests which have been chosen by your
    child.

    Kids Cocktail Party - A DJ is set it up in a separate area for the kids with a sound
    system and music for the kids. The DJ will take requests and play all the songs the kids want
    to hear while they enjoy each other’s company.

    Record Hop Cocktail Hour - This deluxe option offers a full hour of entertainment
    for the kids! A complete sound system, full compliment of music, additional prize package
    and a DJ/MC is all included and set up in the kid s cocktail area. Music is played for the kids
    as the DJ/MC takes their requests along with a few interactive activities or contests which are
    worked in to the hour. (You also have the option to have this record hop DJ and system
    available throughout the entire party, allowing your adult guests to an elegant dinner hour
    while entertaining the kids in a separate area)

    Kids Cocktail Music - Our DJ's select the hottest hits have them pre-mixed into a CD
    that will be played during the kids cocktail hour on our cocktail speaker system.

    Kids Cocktail Hour Entertainment - Various Cocktail Hour activities are available Bar / Bat Mitzvah Party Planning Guide
    Designed to give you step by step guidance for coordinating &
    selecting your choices for all aspects of your affair.

    Cocktail Hour - This is the time that all guests gather prior to the reception for food,
    drink & conversation. We'll ask if cocktail hour is separate, portioned, or in the same room.
    Music is provided during this time with a cocktail system which appears to be a speaker
    slightly larger than the size of a home theater center speaker. The cocktail system is set up
    on a black tripod pole in the corner of the room where cocktail hour will take place. Cocktail
    music during this time is designed to fill the air with blends of mild, midtempo & upbeat
    music yet not overpowering, allowing your guests to enjoy food & conversation. The music
    will also set the mood and the tone of your party to follow. There are several blends of music
    we’ve designed for cocktail hour (see cocktail hour music blends) or we may custom design a
    blend for you based on theme or your musical preference. Should cocktail hour & reception
    all be held in the same room for the adults, then the cocktail system would be available for
    kids cocktail hour.

    Kids Cocktail Hour – We’ll need to know from you if the kids are separate from the
    adults? Is novelty entertainment planned for this time? There are several cocktail activities
    which we can engross the kids in during cocktail hour (see cocktail activities). You may plan
    to hold kids cocktails in the main room. If so, we'll contain the kids on the dance floor, play
    music off the main system and possibly run an activity or contest for the kids during this
    time.

    Our staff is very busy and uses this time very effectively during cocktail hour. This is the time
    we establish a rapport with all of the kids and get to know them by introducing ourselves and
    talking to them about what they've seen and like; making them feel comfortable and in turn
    respond to us from the party s get-go! We give the kids the impression that we are there for
    them - not to be performers or center of attention. We'll also organize your child s friends in
    to the groups necessary for the special skits and contests which have been chosen by your
    child.

    Kids Cocktail Party - A DJ is set it up in a separate area for the kids with a sound
    system and music for the kids. The DJ will take requests and play all the songs the kids want
    to hear while they enjoy each other’s company.

    Record Hop Cocktail Hour - This deluxe option offers a full hour of entertainment
    for the kids! A complete sound system, full compliment of music, additional prize package
    and a DJ/MC is all included and set up in the kid s cocktail area. Music is played for the kids
    as the DJ/MC takes their requests along with a few interactive activities or contests which are
    worked in to the hour. (You also have the option to have this record hop DJ and system
    available throughout the entire party, allowing your adult guests to an elegant dinner hour
    while entertaining the kids in a separate area)

    Kids Cocktail Music - Our DJ's select the hottest hits have them pre-mixed into a CD
    that will be played during the kids cocktail hour on our cocktail speaker system.

    Kids Cocktail Hour Entertainment - Various Cocktail Hour activities are available
    for the kids to add to the fun. Activities included range from a basketball or hockey shoot, to
    movie, game show style trivia, battle of the sexes trivia - (guys vs. girls), Its All About You
    (trivia about the guest of honor), or even the Speed Demon hot wheel style bike relay will
    warm up the kids and get the party started with just the right pre party activity. Other
    optional activities for the kids include Record Hop or Kid’s Cocktail Party, Pictures on
    magnets, frames, shirts, etc., Crazy ID cards, Video Rock, Funny Commercials, Karaoke
    (American Idol contest), Airbrushing, Tattoos, Hand Painted Photos, Polaroids, Magicians,
    Arcade games such as bubble soccer or hockey, foosball, alpine skiing, snowboarding, dance
    machine and much more!

    Grand Entrance - Include names of immediate family members to be recognized; host
    and hostess, siblings, and guest of honor. You may choose a particular song as a group or
    different songs for each family member to enter to, or the MC can assist you with an
    appropriate song based on your music tastes or interests.

    Formal Entrance - This traditional entrance is handled with all guests seated at their
    tables as family members are introduced and enter the room leading up the entrance of the
    guest of honor in which all guests are asked to rise for!

    Informal Entrance - This style entrance still gives the opportunity to family members
    (or just guest of honor) to be recognized however handled in a more informal fashion. All
    guests as they enter the main reception room are invited to the dance floor for dancing.
    Following a dance number or two, with the music still playing in the background, the MC
    would ask everyone to take a few steps back out of the center - opening up the center of the
    dance floor and all guests are asked to direct their attention to the rooms entrance. Family
    members are introduced into the room with all guests up on the dance floor clapping their
    hands. Once the guest of honor is introduced and makes their way to the center of the dance
    floor, everyone is invited to dance a couple of songs, followed by a slow number. Guests are
    then invited to their seats which would then lead into a candlelighting ceremony.

    Candlelighting Ceremony - Ceremony usually following the grand entrance which is
    designed to invite up family and friends to light candles in the cake. Design your
    candlelighting list to invite up 14 groups of people (13 plus the good luck candle). Names are
    usually called in the point of view of your child (for example Mom Mom & Pop Pop, Aunt
    Cindy, Uncle Mark, cousins Lauren & Alex) You may also choose to light a memory candle
    in honor of loved ones who have passed on.

    Also, you may choose an appropriate song for each person or group coming up to light a
    candle. We recommend and will plan on fun upbeat party songs for your guests to light to
    which will appeal to and keep the crowd into the candle lighting ceremony. To customize the
    music, think about the person or group lighting:

    Are there things:
    1) they have in common, 2) relate to them, 3) have interests in or 4) describes
    their lifestyle?

    The order of candle lighting is your choice. Normally it is customary to honor grandparents
    to light first, followed by aunts & uncles w/ cousins, older relatives, younger relatives, friends
    (parents, then child’s - may designate one best friend, all friends, or breakdown - school,
    Hebrew, neighborhood, camp, etc.), leading up to immediate family and finally the guest of
    honor. If you are lighting a memory candle best placement is after family before friends.
    There really is no set rule on candle lighting. It can be handled by your child or the MC. There
    are also several ways to present candle lighting, to be different, or to shorten the ceremony.
    Please inquire.

    Cup of Life Ceremony - This alternative is in place of a typical candle lighting
    ceremony. 14 cups of wine - ea. symbolic of a different ingredient, i.e. health, compassion,
    virtue, success, love etc. are poured into the large Cup of Life. (see Cup Of Life information
    sheets)

    Hora - We’ll keep this traditional dance moving with interaction from your crowd.
    Immediate family will be invited to join in the middle fist. Grandparents may be called in
    should they be able to participate, followed by Aunts & Uncles. Please also decide which
    family members you would like to be lifted in a chair during the hora.

    Ha Motzi & Kiddish - The blessing over the bread & wine. Please choose a guest(s) to
    perform these honors. (A kiddish is not required and may be done at your discretion)

    Toast - Please indicate who will be making the toast. If Dad is making the toast for
    example a nice touch would be to invite Mom up as well to join with Dad & guest of honor
    which will look nice for the pictures. Appropriate times for a toast to take place are usually
    just prior to or after the 1st course.

    Special Dances - You may choose songs for the Bar/Bat & Parent dance, Host & Hostess
    Dance & Bar / Bat & friend dance. Your MC will be happy to provide you with suggestions for
    these dances.

    Special Announcements / Requests - Indicate if there are any announcements
    that have to be made; birthdays, anniversaries, engagements, marriages or any dedications
    or special requests that are required to be played.

    Serving Style & Courses - Indicate which style serving you are planning for kids &
    the adults (i.e. Sit down, food station, or buffet. If a sit down is planned, please indicate what
    is being served (for example if it’s hot soup) and the number of courses being served.

    Dessert - Is it a sit down, a sundae bar for kids, a sweet table - with a flaming
    presentation? Is dessert frozen for the adults? These are important questions we need
    answered.

    Coordinates- designed to coordinate the color scheme of your deluxe party props
    around the colors of your room! Also at times, themes may be tied in to coordinate with your
    party props or dress-up skits. (See skit options list)

    Party Prop Pkgs - Party giveaways to add color, excitement & enhance the atmosphere
    of your party. Available in:

    ___ Standard - basic assortment of hats, glasses, streamers, jewelry, inflates, hand
    held items & leis.
    ___ Deluxe - more sophisticated assortment of upgraded color coordinated premium
    enhancements in shiny mylar; (silver, gold, black & white, multi-color)
    ___ Light Up - hottest trend in party props today. Assortment of rings, necklaces,
    bracelets, chokers, magnets, clip & stick ons, done in fiber optic, LED, etc that will blink,
    flash & chase and glow!
    ___ Nite-Glo - props which are black light responsive i.e. white gloves, shakers, wrist
    streamers & slap sticks, glo wigs & hats. Black lights (necessary) to illuminate your dance
    floor & the effect is enhanced with these black light party props with glow brightly under the
    black lights!

    Dress-Up Skits - Capture the moments of your party in a unique way. These fun skits
    (usually one for the ladies, one for the guys and one for the kids) incorporate your guests
    into a particular number and allow them to join into the fun! The skits may be customized
    and can be handled spontaneously or pre-planned with designated guests chosen
    beforehand. There are many themes & costumes to choose from. A great addition to your
    party!

    Contests - Activities for the kids to keep them involved and entertained while the adults
    are enjoying their meal. The Bar Mitzvah MC will discuss with you and your child your choices of the many
    interactive events and contests ranging from the classic Coke & Pepsi to Singled Out (trivia
    game about your child), Say What Karaoke, Battle Of The Sexes sing-a-long, Speed Demons
    (hot wheel style bike) relay, Quest, 4 Groups of 6, Hockey, Basketball & much much more!
    During the activities it will give our Bar Mitzvah DJ’s a chance to play the hottest music
    that the kids will love, without interrupting the flow of the party. (see Contest / Activities
    sheet for full variety!)

    Music - Playing the music for a party is our specialty. Music is always varied and customized
    based on style, personal preference, themes, etc. Make notes of your favorite music requests
    consisting of favorite songs, specific artists or even types of music of yours and your child’s.

    Finale – We’ll incorporate a fun finale to climax the occasion, bring everyone together &
    spotlight on the star of the party. It may include a confetti shoot finale! (Optional - included
    with some packages)

    Just before the finale a nice touch would be to have all guests gather around the dance
    floor with the guest of honor to go around and give a hug to each guest

    ___ upbeat style finale w/ hi energy music (everyone dancing, open center of dance
    floor recognizing immediate family members leading up to guest of honor)

    ___ lower key finale w/ closing medleys - blends of songs your guests are familiar with
    i.e., Lean On Me, That’s What Friends Are For, I’ll Be There, Can You Feel The Love Tonight,
    etc. creating a circle of your guests all together. May be enhanced with video as camera
    pans the circle with guest of honor going around to each guest or everyone can say a few
    words to the guest of honor.
    top

 

Thank You
MC Eric Cutler
President, BarMitzvahs.com Inc., DBA M&M Entertainment
1-888-666-9335





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